Facilities Maintenance Coordinator – Award Winning Facilities Firm

Job summary

Manage maintenance work orders for multi-site retail clients from intake through completion and billing, including prioritizing requests, dispatching technicians, and tracking service-level agreements. Coordinate with technicians, vendors, clients, and internal teams; negotiate rates, review quotes and invoices, and maintain accurate records and financial margins.

Job details

Join the Freshco Team. Join the Freshco Movement! Are you an experienced and highly motivated Facilities Maintenance Coordinator looking for an incredible new experience? Or are you a fun, smart, organized team player with coordinating and office experience? If yes, keep on reading...@ www.freshco.ca *We are not affiliated with the FreshCo grocery store chain or any IT services company.* Job Summary: Freshco's Facilities Maintenance Coordinator is responsible for servicing multi-site retail clients across North America. From start to finish, Facilities Coordinators process work order requests received by our clients, and follow them through to completion into the billing process. Furthermore, the Coordinator negotiates rates and develops meaningful relationships with the technicians and monitors their performance. Professionally respect Freshco with clients, including store managers, corporate facilities managers, technicians, and all other external stakeholders as directed. Responsibilities of this position include but are not limited to the following: Work Order & System ManagementCreate, log, and manage all maintenance requests in Freshco’s work order management system (QuickBase) Maintain detailed work order records, including notes, follow-up dates, technician details, and financial summaries Update client platforms accurately and in a timely manner Organize and prioritize incoming emails based on urgency and severity Prepare end-of-day reports and manage work order escalations Scheduling & Dispatch Schedule and dispatch appropriate technicians to complete maintenance requests Ensure all work orders are completed within client Service Level Agreements (SLAs) Verify technicians meet all Freshco and client compliance requirements Ship required parts or devices to technicians and/or store managers as needed Technician & Vendor Management Negotiate technician rates while ensuring designated margins are achieved Build and maintain respectful, professional relationships with technicians Obtain and review technician quotes, including scope of work, materials, labor, and pricing Collaborate with the Vendor Relations Team to source and onboard new technicians in assigned service areas Financial & Invoicing Oversight Prepare quotes in QuickBase for review by the Senior Coordinator or Facilities Maintenance Manager Confirm correct tax rates and enter quotes into client platforms for approval Manage “awaiting technician bills” in coordination with the Administrative Coordinator to ensure invoices are received within 5–7 business days Audit invoices for accuracy, approve, and move to invoicing status Monitor client and technician rates to ensure margin targets are met Collaboration & Communication Collaborate with internal teams across North America, including Invoicing and Vendor Relations Work directly with store managers and/or landlords on facility improvements and general maintenance issues Work Schedule & Location Standard shifts consist of a 40-hour work week, primarily 12:00pm–8:00pm EST (9:00am–5:00pm PST), with additional shifts including 9:00am–5:00pm EST (6:00am–2:00pm PST) or 7:00am–3:00pm EST (4:00am–12:00pm PST), Monday through Sunday, scheduled in accordance with operational needs.Participate in rotating after-hours on-call overnight shifts as assigned Work from the local office in accordance with company policies, or remotely when permitted Education and other skills: Minimum of 4 years experience in a multi-site facilities maintenance environment preferred, or 3+ years of experience in customer service or administrative support Exceptional computer skills: MS Office (Word, Excel, PowerPoint, Access) Experience using QuickBase, Service Channel and other work order platforms Bi-lingual language skills is an asset Exceptional communication and interpersonal skills required Willingness and ability to learn to meet the changing requirements of the position Ability to work effectively and independently from a local Freshco office or remotely Other duties and qualities required for this position: Willing to participate in Freshco's philanthropy initiatives Contributes to ideas to advance their position, the division, and even Freshco overall Demonstrates an "intrapreneur" mind-set and related actions Open to performing other duties as required Takes full accountability for their actions and reactions - wins and losses Apply today! Freshco is committed to equal employment opportunity and to attracting and retaining the most qualified employees regardless of race, national origin, religion, sexual orientation, gender, age, or disability. Please note that any offer of employment may be subject to reference checks and background checks, including a criminal record check as part of the selection process. Job Type: Full-time Benefits: Dental care Employee assistance program Extended health care Flexible schedule On-site parking Paid time off Vision care Work from home Work Location: Remote Pay: $50,000.00 - $65,000.00 per year

What you’ll do

Manage maintenance work orders for multi-site retail clients from intake through completion and billing, including prioritizing requests, dispatching technicians, and tracking service-level agreements. Coordinate with technicians, vendors, clients, and internal teams; negotiate rates, review quotes and invoices, and maintain accurate records and financial margins.

Requirements

The posting prefers at least four years of multi-site facilities maintenance experience or three or more years in customer service or administrative support. Candidates should have strong computer, communication, and interpersonal skills, with experience using Microsoft Office and work order platforms such as QuickBase and ServiceChannel; bilingual skills are an asset.

Benefits

• Dental Care
• Employee Assistance Program
• Extended Health Care
• Flexible Schedule
• On-Site Parking
• Paid Time Off
• Vision Care
• Work From Home

Listed skills

• Customer service · Preferred
• Microsoft Office · Preferred
• Prioritization · Preferred
• Relationship Building · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Facilities Maintenance Coordination
• Work Order Management
• Scheduling and Dispatch
• Vendor Management
• Rate Negotiation
• Customer Service
• Invoice Auditing
• Financial Oversight
• Client Communication
• Microsoft Office
• QuickBase
• ServiceChannel
• Recordkeeping
• Prioritization
• Compliance Management
• Relationship Building

Job areas

• Administrative
• Customer Service & Support
• Trades
• Retail
• Finance & Accounting

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